1. Policy Statement 1.1 Purpose The purpose of the is to ensure accountability and transparency in the reimbursement of expenses incurred by the Mayor, Deputy Mayor and Councillors. 1.2 Facilities This Policy will also ensure that elected members are provided with reasonable facilities to assist them in carrying out their civic duties. 1.3 Principles The Policy complies with the Local Government Principles, set out in Section 4 (2) of the Local Government Act 2009: (a) (b) (c) (d) (e) transparent and effective processes, and decision-making in the public interest and sustainable development and management of assets and infrastructure, and delivery of effective services and democratic representation, social inclusion and meaningful community engagement and good governance of, and by, local government and ethical and legal behaviour of councillors and local government employees. 1.4 Effect 1.5 Limit The (the Policy) will take effect from the date of the resolution by Council to adopt the Policy. Council may by resolution reduce or limit benefits receivable under this Policy. 2. Scope Under Chapter 8 Administration, Part 1 Councillors, Division 2, Section 250 of the Local Government Regulation 2012, the Hinchinbrook Shire Council (the Council) must adopt by resolution an expenses reimbursement policy. This Policy is for the provision of facilities to Councillors for the purpose of discharging their responsibilities and civic duties. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 1
3. Responsibility The Chief Executive Officer is responsible for ensuring this Policy is understood and adhered to by all Councillors and relevant staff. 4. Definitions Council Business This is official business conducted on behalf of, and approved by, Council where a Councillor is required to undertake certain tasks to satisfy legislative requirements or achieve business continuity for the Council. Council Business should result in a benefit being achieved either for the local government and/or the local government area. Example: Council may decide that Council business includes civic ceremony duties such as opening a school fete. Participating in a community group event, or being a representative on a board not associated with Council is not regarded as Council Business. Councillors Councillors shall mean the Mayor, Deputy Mayor and Councillors. Expense Expenses are payments made by Councils to reimburse Councillors for their reasonable expenses incurred or to be incurred when discharging their duties as Councillors. These payments are not regarded as remuneration. The expenses may be either reimbursed to Councillors or paid direct by Council for something that is deemed a necessary cost or charge when performing their roles. Facility Facilities provided by Councils to Councillors are the tools of trade required to enable them to perform their duties with relative ease and at a standard appropriate to fulfil their professional role for the community. Reasonable Councils must make sound judgements and consider what is prudent, responsible and acceptable to their communities when determining reasonable levels of facilities and expenditure. The community expects limits and does not want to see excessive use or abuse of public funds. 5. Policy 5.1 Payment of Expenses Expenses will be paid to a Councillor through administrative processes approved by a Council s Chief Executive Officer subject to: J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 2
The limits outlined in this Policy Council endorsement by resolution where required by the Policy In the case of reimbursement of expenses, production of receipts and tax invoices or evidence that such expenses have been paid is required prior to reimbursement Expenses reimbursement must be claimed within one month of such expense having been paid by the Councillor and claims for reimbursements outside of this period will not be accepted unless approved by Council. 5.2 Expense Categories 5.2.1 Professional Development / Conferences / Workshops / Training Council will reimburse expenses incurred for Mandatory Professional Development for: attendance at Regional, State or National Local Government associated conferences, subject to attendance being approved by Council attendance at Regional Meetings and Workshops associated with the portfolio responsibility of the relevant Councillor. There is a requirement for a Council resolution to approve these attendances. Discretionary Professional Development Each Councillor can attend at their own discretion (workshops, courses, training, seminars and conferences) that improve their skills relevant to the role of Councillor. The training is limited to $5,000 per Councillor in each quadrennial term of office. There is no requirement for a Council resolution to approve these attendances. However, the Councillor must submit a request to the Chief Executive Officer prior to attending and provide all relevant documentation within fourteen days of attending the event. 5.2.2 Travel as required to represent Council A local government may reimburse local and in some cases interstate and overseas travel expenses (e.g. flights, car, accommodation, meals, taxis and associated registration fees) deemed necessary to achieve the business of Council where:- a Councillor is an official representative of Council the activity / event and travel have been endorsed by resolution of Council. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 3
Councillors are to travel via the most direct route, using the most economical and efficient mode of transport. Council will pay for reasonable expenses incurred for overnight accommodation when a Councillor is required to stay outside the local government s region. NOTE: Any fines incurred while travelling in Council-owned vehicles or privately owned vehicles when attending to Council business, will be the responsibility of the Councillor incurring the fine. 5.2.3 Travel Bookings All Councillor travel approved by Council will be booked and paid for by Council. Economy class is to be used where possible although Council may approve business class in certain circumstances. Airline tickets are not transferable and can only be procured for the Councillor s travel on Council business. They cannot be used to offset other unapproved expenses. (e.g. cost of partner or spouse accompanying the Councillor). 5.2.4 Travel Transfer Costs Any travel transfer expenses associated with Councillors travelling for Council approved business will be reimbursed. Example: Trains, taxis, buses and ferry fares Cab charge vouchers may also be used if approved by Council where Councillors are required to undertake duties relating to the business of Council. 5.2.5 Private Vehicle Usage Councillors private vehicle usage for official Council business may be reimbursed for: (a) (b) (c) official Council business official Council meetings / functions, community events and public meetings in the role of Councillors To investigate or inspect issues / complaints regarding Council services raised by residents / ratepayers / visitors to the region. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 4
Councillors making a claim for reimbursement for using their private vehicle for Council business shall submit the appropriate form monthly detailing the relevant travel based on log book details. (Councillors will be supplied with an appropriate log book to assist in the process.) The amount reimbursed will be based on the published Australian Taxation Office business use of motor vehicle cents per kilometre method and kilometre rate applicable at the time of travel. The rate for 2015/2016 per business use is currently.66c per kilometre. 5.2.6 Accommodation 5.2.7 Meals All Councillor accommodation for Council business will be booked and paid for by Council. Council will pay for the most economical deal available. Where possible, the minimum standards for Councillors accommodation should be three or four star rating. Where particular accommodation is recommended by conference organisers, Council will take advantage of the package deal that is the most economical and convenient to the event. Council will reimburse costs of meals for a Councillor when: the Councillor incurs the cost personally the meal was not provided: o o within the registration costs of the approved activity/event during an approved flight. The following limits apply to the amount Councils will reimburse for meals: Breakfast $25.00 Lunch $28.00 Dinner $45.00 No alcohol will be paid for by Council. 5.2.8 Mayor s Hospitality Fund The sum of $4,000 per annum is available for the Mayor s hospitality expenses deemed necessary in the conduct of Council business. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 5
5.3 Provision of Facilities All facilities provided to Councillors remain the property of Council and must be returned to Council when a Councillor s term expires, except in the case of a Council supplied lap top and / or laser printer / fax / scanner whereby the relevant Councillor will have the option to purchase the equipment at the end of their current term. The purchase price will be at least equal to the depreciated value of the item. 5.4 Private Use of Council Owned Facilities Based on the principle that no private benefit is to be gained the facilities provided to Councillors by local governments are to be used only for Council business unless prior approval has been granted by resolution of Council. 5.5 Facilities Categories 5.5.1 Administrative Tools Administrative tools will be provided to Councillors as required to assist Councillors in their role. Administrative tools include: suitable office space and meeting rooms computers stationery printer, photocopier, paper shredder facsimile machines publications use of Council landline telephones and internet access in Council offices any other administrative necessities which Council resolves are necessary to meet the business of Council. Secretarial support will also be provided for the Mayor. 5.5.2 Home Office Council recognises that, by using contemporary communication technology such as internet and electronic distribution of agendas and minutes, and the distance some Councillors will have to travel if this technology was not used, there is a necessity to provide home office facilities to Councillors. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 6
Council will provide a locally sourced laptop computer complete with software and security protection for use by the Councillor at their residence or other designated space. Council may offer to all Councillors the provision of a single non telephone companion device that is wi-fi and email capable (tablet). Council will provide a laser printer / fax / scanner / copier device for each Councillor for use at their residence or other designated space. Council s Information Technology Services Department will visit a Councillor s residence or other designated space and ensure that these devices are set up correctly with their internet access. Council will pay a computer consumables annual allowance including paper and printer ink of $400 per annum. 5.5.3 Telecommunication Needs Internet Access, Mobile Devices and Landlines Council will provide the Mayor with a mobile telecommunication device. Council will pay an annual Communications Allowance in the sum of $2,500 per annum payable in monthly instalments to Councillors (excluding the Mayor) to help defray administrative expenses (e.g. telephone calls, mobile telephone calls, home internet connection, companion device connectivity) paid by Councillors personally in association with their role as a Councillor and to generally address the needs of the local community. 5.5.4 Maintenance Costs of Council Owned Equipment Council will be responsible for the ongoing maintenance and reasonable wear and tear costs of Council-owned equipment that is supplied to Councillors for official business use. This includes the replacement of any facilities which fall under Council s asset replacement program. Computer equipment supplied for use at the Councillor residence or other designated space must be returned to the IT Department at the Shire Office for repairs or problem solving diagnosis. 5.5.5 Corporate Uniform and Safety Equipment for Councillors Council will provide to a Councillor: Annual Uniform Allowance in the sum of $225 as per Corporate Wardrobe section in Council s employee Dress Standards Policy and Procedure and where necessary including an outdoor employee high visibility shirt if desired. Any amendments to the Policy regarding Annual Allowance will apply to Councillors also Black blazer with Council embroidered logo for the term of Council J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 7
Necessary safety equipment for use on official business (eg safety helmet, boots, safety glasses). 5.5.6 Use of Council Vehicles on Council Business Council will provide the Mayor with a suitable vehicle for use during official Council business including travel to and from home to Council place of business. Official Council business is defined as those functions or activities where the Mayor is officially representing Council as a delegate or invited guest. Councillors may have access to a Council vehicle for official Council business which for this purpose is defined as those functions or activities where the Councillor is officially representing Council as a delegate or other representative. A Councillor wishing to use a Council vehicle for Council business must submit a request to the Chief Executive Officer at least five (5) days prior to use, except in exceptional circumstances as determined between the Councillor, Mayor and Chief Executive Officer. 5.5.7 Insurance Cover Councillors will be covered under relevant Council insurance policies while discharging civic duties. Specifically, insurance cover will be provided for public liability, professional indemnity, Councillors liability and personal accident. Council will pay the excess for injury claims made by a Councillor resulting from the conduct of official Council business and on any claim made under insurance cover. Council will cover costs incurred through injury, investigation, hearings or legal proceedings into the conduct of a Councillor, or arising out of, or in connection with the Councillors performance of his / her civic functions. When it has been found that the Councillor breached the provisions of the Local Government Act 2009, the Councillor will reimburse Council with all associated costs incurred by Council. 5.5.8 Fuel Costs Fuel for a Council-owned vehicle used for official Council business, will be provided or paid for by Council. 5.5.9 Car Parking Amenities Council will provide Councillors with reimbursement of parking costs paid by Councillors while attending to official Council business. J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 8
6. Legal Parameters Local Government Act 2009 Section 4 (2) Local Government Regulation 2012 Chapter 8 Administration, Part 1 Councillors, Division 2 Section 250 7. Associated Documents Nil J:\Policies and Procedures\Policies\ - adopted 26 April 2016.doc Page 9